Terms & Conditions

Rental Agreement with Bayfield Vehicle Hire

When you sign a rental agreement with Bayfield Vehicle Hire or a partner thereof, you accept the terms & conditions set out in the rental agreement. Please read carefully. If there is anything you do not understand or do not agree with, please ask a member of the staff.

Driving Licence

Drivers must be between 21 and 70 years of age and able to produce a full valid, British or international driving licence held for at least two years. All international hirers must provide a current, legible licence from their country of origin. If the licence is not in English, an international driving permit must also be provided. Please note that if you have a new photo card driving licence, you will need to present the paper counterpart. Failure to do so will result in the requirement to perform a licence check with the DVLA at a cost of £5.00 to the hirer.


All UK residents must be able to produce a recent utility bill or bank statement dated within the last 3 months and a valid credit or debit card in the name of the main hirer. International hirers must be able to produce a passport and valid credit card in the name of the main hirer. All additional drivers must be present at the time of hiring and must be able to produce a full valid driving licence conforming to the stipulations above.

Travel Outside of the UK

We do offer cover for customers to take vehicles outside of mainland Britain at an additional cost. However, due to insurance restrictions a minimum age of 25 is required for drivers of vehicles travelling outside this area. Please be aware that until approved by Bayfield Vehicle Hire, no vehicles can be taken outside of mainland Britain. A penalty charge of up to £100.00 + VAT per day will be applied to a hire where this condition is breached.

Additional Drivers

Additional drivers must be present at the time of hiring and are subject to the same restrictions as the main driver. If you, as the main hirer, allow an undeclared driver to use the vehicle, you will be responsible for a penalty of £100.00. Young drivers (aged between 21 and 24) are subject to an increased insurance premium of £10.00 per day.


There are restrictions imposed by our insurer, which means that we are unfortunately unable to hire to persons in certain occupational areas. These include professional entertainers, professional sports persons, publicans, nightclub owners, owners of gaming establishments, members of the foreign military and students. This list is not exclusive.


The renter is responsible for all damage, however so caused, during the hire period. Vehicle repairs and chargeable maintenance will be charge at cost plus 20%. You must complete an accident form as soon as it is possible to do so. Full details of third parties should also be obtained if applicable. A check in sheet must be signed when the vehicle is returned. Failure to follow this process may delay the investigation of any disputes regarding repair charges. The renter must not let anyone repair the vehicle without our permission. If any work is required on the vehicle, the renter must notify us immediately and return it to us for any work to be completed. If you choose to return the vehicle outside of office hours, you remain responsible for the vehicle until the vehicle can be checked by a member of staff. The renter is liable for any charges incurred up until this time. Bayfield Vehicle Hire reserves the right to charge for any loss of rental income, due to the vehicle being in for repair.

Insurance Excess

In the event of an at fault accident, the hirer shall be liable to pay the amount specified below:

Aged 21 – 24: £1500.00

Aged 25+: £1000.00

This assumes that any accident is reported within 48 hours. The excess is increased by 50% if reported between 48 and 168 hours and by 100% if reported in excess of 168 hours.


All of our vehicles are covered by the manufacturers’ assistance and/or our assistance partner FMG support. In the event of a breakdown, you must call the number highlighted on your rental agreement as this number is specific to your vehicle. If the manufacturers’ assistance has expired, you can call your rental office for assistance. If you do not follow this process, an additional charge of £20.00 may apply.

Fuel Policy

We provide the vehicle with an amount of fuel requesting that you return the vehicle with the same amount. Failure to do this will result in a charge being levied per 1/8th tank plus a £10.00 refuelling cost.

Example: Hiring a car with a full tank and returning with 7/8ths will result in a charge for 1/8th tank. This means that we will not ask for a fuel deposit when the vehicle is collected. We are unable to offer refunds if a vehicle is over fuelled on return.

Traffic Offences

An administration charge of £35+VAT will be levied per traffic offence, plus any penalty charge that is applicable. The Hirer also accepts liability for any parking charges in accordance with Schedule 4 of the Protection of Freedoms Act 2012 and any other charges that may be demanded by any third party in relation to the vehicle.

General Conditions

All bookings by our customers are subject to our terms and conditions as detailed on the Rental Agreement. No other terms, conditions and warranties, expressed or implied by law, custom and course of dealing, shall form part of any contract between Bayfield Vehicle Hire and our clients except for those terms implied by law whose application is mandatory. The client acknowledges that in making a booking with Bayfield Vehicle Hire they do so only on the basis of the material contained in this document. All other statements or representations made by Bayfield Vehicle Hire, its employees, or agents are of no effect unless confirmed by us to the client in writing. You should satisfy yourself that you understand and agree to these terms and conditions as you will be subject to, and must comply with, these terms. Bayfield Vehicle Hire reserves the right to levy any government increase in VAT that may be introduced after the production of this document. Bayfield Vehicle Hire’s liability to the client for any loss, damage, injury or accident whatsoever, whether arising out of negligence, breach of contract or any other cause shall not exceed £2000 or twice the invoiced price of rental of the vehicle concerned (whichever is least) provided that nothing in this clause, shall limit Bayfield Vehicle Hire’s liability for death or personal injury caused by its negligence. This does not affect your statutory rights as a consumer. Bayfield Vehicle Hire will not be held responsible for anyone driving under the influence of alcohol/drugs, causing wilful damage, off road driving or driving without due care and attention. The client will indemnify Bayfield Vehicle Hire against this in respect of such claims, this list is not exclusive.

Renters Responsibilities

The renter is responsible for the vehicle and key and has a duty of care to maintain the vehicle whilst on hire to them and must, by law, be kept in a road worthy condition. The vehicle must be kept locked and any security device fitted to the vehicle must be used when the vehicle is not being used. All engine fluids must be checked before use and topped up if required. Lights, wipers and tyre condition should also be checked prior to use and replaced if not in a road worthy condition.

The renter must not sell, rent, lend or dispose of the vehicle or any of its parts. The renter must not give anyone legal rights over the vehicle

The vehicle must be returned to the location agreed by the rental office. If you choose to return the vehicle outside of office hours, you remain responsible for the vehicle until the vehicle can be checked by a member of staff. The renter is liable for any charges incurred up to this time.


All hire charges must be made in advance unless credit is approved with Bayfield Vehicle Hire. If hire charges fall behind or invoices are not paid within agreed terms, Bayfield Vehicle Hire reserves the right to cancel a hire at any time.


If charges are not paid or, a vehicle is deemed to be misused, Bayfield Vehicle Hire reserves the right to cancel a hire agreement without prior notification. Bayfield Vehicle Hire may retain any belongings that are left in the vehicle as payment toward any debt. Please note that any invoices that are not settled within our payment terms will be referred to our debt recovery specialists, Final Demand Ltd, and will be subject to a surcharge of 15% in lieu of our recovery charges.

Data Protection

If the renter breaks the agreement, we can give this information to credit reference agencies, the Driver and Vehicle Licensing Agency (DVLA), debt collectors and any other relevant organisation. We can also give this information to the British Vehicle Rental and Leasing Association (BVRLA) who can pass it on to any of its members for any purpose stated in the Data Protection Act 1984.